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Staff Scheduling & Absences

Learn how to create schedules, manage absences, and monitor expected staff attendance within Custr.

Overview

The Staff Scheduling & Absences feature allows organisations to create staff schedules, track expected attendance, and manage absences within the Custr platform.

This feature works alongside Staff Check-In & Check-Out to help managers identify:

  • Late arrivals

  • Early departures

  • Missed shifts

  • Staff absences

  • Expected vs actual attendance

Staff schedules can be:

  • Created daily or weekly

  • Repeated automatically

  • Copied between employees

  • Copied between weeks

Absences such as:

  • Holiday

  • Illness

  • Other

can also be recorded directly within the rota.

Important: Scheduling vs Staff Check-In

Staff do not require a scheduled shift in order to:

  • Check in

  • Check out

  • Appear on evacuation view

The scheduling feature is used primarily to monitor:

  • Expected attendance

  • Late arrivals

  • Missed shifts

  • Early departures

Without a shift assigned:

  • Staff can still check in normally

  • Attendance reports will not compare against scheduled hours

How Scheduling Works

When a shift is scheduled:

  • The employee becomes expected on-site during that time

  • If the shift start time passes and the employee has not checked in, their record will appear in red

  • Once the employee checks in, their record changes to green

This provides a live visual indication of expected attendance.

Absences suppress expected attendance monitoring, preventing employees from appearing as late or missing.

How to Enable Staff Scheduling

To enable staff scheduling:

  1. Go to Configuration > Settings

  2. Select Staff

  3. Enable Enable Staff Rota

  4. Wait for the system to autosave

How to Add a Shift

To add a shift:

  1. Go to Staff Rota

  2. Select the date next to the employee’s name

  3. Enter the shift details

  4. Choose additional days to copy the shift if required

  5. Enable Repeating if the shift should continue weekly

  6. Click Add Shift

Repeating Shifts

Repeating shifts allow the same schedule to continue automatically on future weeks.

Repeating shifts:

  • Continue indefinitely

  • Remain active until manually edited or removed

This is useful for:

  • Regular working patterns

  • Weekly schedules

  • Permanent staffing arrangements

How to Edit a Shift

To edit an existing shift:

  1. Go to Staff Rota

  2. Select the shift

  3. Make the required changes

  4. Click Edit Shift

Copying Weekly Schedules

Entire weekly schedules can be copied between weeks.

To copy a week:

  1. Go to Staff Rota

  2. Click Actions

  3. Select Copy Week

  4. Move to the required week

  5. Click Actions

  6. Select Paste Week

Please note:

  • Pasting a week will overwrite existing shifts for that week

Copying Shifts Between Employees

You can quickly duplicate one employee’s shift pattern to another employee.

To copy shifts between employees:

  1. Go to Staff Rota

  2. Select the employee schedule

  3. Click Copy

  4. Select the target employee

  5. Click Copy

This is useful when:

  • Employees share the same shift pattern

  • Multiple employees work identical schedules

Managing Staff Absences

Absences can be recorded directly within the rota.

Available absence types:

  • Holiday

  • Illness

  • Other

When an employee is marked absent:

  • They will not appear as late or missing

  • Their attendance report will show them as absent

  • They will no longer count as expected attendance

How to Add an Absence

To add an absence:

  1. Go to Staff Rota

  2. Select the required date

  3. Enable Mark as Absent

  4. Select the absence dates

  5. Choose the absence reason

  6. Click Set Absence

How to Edit or Delete an Absence

To update or remove an absence:

  1. Go to Staff Rota

  2. Select the absence entry

  3. Edit or remove the absence as required

Only the selected absence entry will be updated or removed.

How Scheduling Works with Offsite & Breaks

If Staff Offsite Working or Shift Breaks are enabled:

  • Staff may be presented with additional options during check-out

  • This depends on the shift configuration and enabled permissions

For example:

  • Go Offsite

  • Start Shift Break

These options work alongside the scheduling system.

Viewing Staff Schedules in the Companion App

Staff can view their schedules directly within the Custr Companion App.

This allows employees to:

  • View upcoming shifts

  • Monitor schedules remotely

  • Check attendance expectations

Important Notes

  • Staff scheduling is available on all editions except Business Edition

  • Staff do not require a scheduled shift to check in or out

  • Only one shift can be assigned per employee per day

  • Employees without shifts will not appear as missing or late

  • Scheduled staff who have not checked in will appear in red once the shift start time passes

  • Employees turn green once checked in

  • Repeating shifts continue indefinitely until removed manually

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